Secretary

5 months ago

Durban, South Africa Durban University of Technology Full time

**Office of the Senior Director Human Capital Services**

**Post: Secretary HCS **(Ref: P208)**

**Minimum Requirements**:

- National Diploma (NQF Level 6) in Secretarial/Office Management/Administration/Business Administration, or relevant qualification.
- Minimum 5 years in a Secretarial/ Admin position, of which at least 3 years of secretarial experience at a senior management level.
- Experience in Office Management, involving multidisciplinary functions.
- Considerable knowledge of standard secretarial practices and Business English, modern office equipment, practices, and procedures.
- Demonstrable high-level knowledge, and experience in computer literacy in particular Windows-based computer programs including MS Office, and the Internet.
- Able to work independently and under pressure, and to priorities according to deadlines.
- Ability to compose a variety of letters and memorandum and to perform office management details without referring to the line manager.
- Demonstrated organizational and planning skills and the ability to promote process improvements to create institutional efficiencies.
- Good interactive and PR skills and must be able to competently interact with a culturally and ethnically diverse population across the university.
- Understanding of budget reporting and MS Excel skills with the ability to learn University operational and financial systems.
- Excellent communication skills - verbal and written/electronic with the ability to interact effectively with constituents at all levels required.

**Key Responsibilities**:

- Provides a full range of high-level administrative and secretarial support to the Senior Director which includes managing the diary.
- Confirms daily schedule and work plan and arranges appointments in a time-effective manner.
- Provides a variety of support tasks that may be highly sensitive and confidential.
- Type correspondences, reports, and presentations, including layout and formatting.
- Ensures the office of the Senior Director is properly briefed and familiar with the agenda in advance of all meetings.
- Without any supervision, undertakes to ensure that all matters requesting the Senior Directors' intervention are executed timeously.
- Organises meetings and provides relevant documentation timeously for meeting participants.
- Organises domestic and foreign travel/accommodation arrangements and forex for the Senior Director and other relevant staff. Prepares and keeps records of all travel vouchers in accordance with DUT procedures.
- Organises functions as required. Compiles guest lists, organise venues, and arranges/coordinates catering requirements within budget limitations.
- Makes minor/routine administrative decisions within the bounds of the authority level of the position.
- Prepares routine correspondence and assembles data for complex reports, e.g., staffing schedules, study leave requests, and motivation for budgets.
- Co-ordinates, monitors, and orders primary office supplies in accordance with DUT purchasing procedures and administrative controls.
- Oversees servicing and maintenance of office equipment in the Senior Directors’ office.
- Follow up with the ambit’s heads of Secretaries on deadlines for submitting data.
- Maintains efficient backup of computerised documentation, records, and statistics.
- Compiles the Senior Directors’ office budget for approval.
- Liaises efficiently with external vendors and other parties as required.
- As the frontline representative to the Senior Director promotes the image of the office by promptly, efficiently, and diligently attending to all duties and tasks.
- Ensures personal and professional self-development, e.g., by attending relevant training courses to update skills or acquire new skills in line with new developments/ technology.

**Salary: Market-related**

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